Academic Continuity Planning Academic Affairs Information for College Administrative Councils Department of Academic Resources and Planning

Agenda  Define Academic Continuity Planning (ACP)  Discuss critical functions  Discuss ACP templates/forms and guidelines  Timeline  Q & A

Academic Continuity Planning is…..  An ongoing plan to ensure that Academic Affairs is prepared to provide its mission critical services and functions after a disruptive event  aka Business Continuity Planning

Why is ACP important?  Required by Executive Order 1014  Reduces the impact of adverse events and helps to rapidly restart our critical functions.  Provides plans to continue our mission and services

Emergency vs Academic Operations PlanContinuity Plan  Stabilize campus following a disruptive event  Ensure safety and security of Life, Health and Property  Business plan to restart teaching, research and other mission-critical functions  Continue essential operations

CRITICAL FUNCTIONS Critical Function Functional Planning ResponsibilityWritten Plan Recovery Priority Level DEPARTMENT / PROGRAM Communications with Students, Faculty, Staff and ClientsDepartment ChairsTemplate A1 Back-up of and Access to Data/Records/filesMARsTemplate B1 Lab Animals (safety/care) - Biology, Kinesiology, Physical TherapyDepartment ChairsNarrative1 Sensitive and/or Hazardous Materials - College of Education, Eng. & Computer Sci., Health & Human Dev., Sci. & MathDepartment ChairsNarrative1 Class Scheduling (SOC worksheet; class rosters; APDB, course syllabi and materials)Department ChairsTemplate D2 Purchase/Storage of lab supplies Department Coordinators; Department Lab TechniciansNarrative2 Back-up of faculty intellectual property & researchFacultyTemplate C3 Community Service Programs (contact information)Department ChairsTemplate F3

Guidelines for College Classroom Instruction (Functional Planning Responsibility: Associate Deans) Document: Narrative How will instruction continue? How will this be communicated to students, faculty and staff? What different means of communication will be used? What if classroom physical space is not available? Are faculty trained to teach online if necessary? What if an alternate location is required for classes? How will this be communicated to students, faculty and staff? Are there specialized equipment needs to plan for? What is the plan if a faculty member is not available to teach their classes? Does the Dean's office have copies of key department documents, in multiple mediums, both on and off campus, such as: copies of prior years' class schedules, class rosters, grade grievance information, teacher certification pools, schedule of classes, department rotation schedules, entitlement/order of assignment lists, lab supply requisition lists, faculty specialization lists and lab restocking lists? Student Advisement (contact information; student records) (Functional Planning Responsibility: Associate Deans; EOP Director) Document: Template E Student records not stored elsewhere What records are retained solely in the Student Services office? How are these records stored: paper, desktop, server? Are they backed up routinely? How would they be accessed if the network was down or the building was inaccessible?

Guidelines for Department This document is designed to be used as a guide providing key points to address and questions to assist in completing the Business Continuity Plan templates and narratives. CRITICAL FUNCTION - DEPARTMENT / PROGRAM Communications with Students, Faculty, Staff and Clients (Functional Planning Responsibility: Department Chairs) Document: Template A Phone number lists, home and cell, for faculty and staff located on and off campus in multiple mediums (spreadsheet, flash drive, pocket list) Are the phone lists current? Who has copies of the lists, in what medium and where? Do the lists indicate who has landlines at home? address lists, CSUN and personal, for faculty and staff located on and off campus in multiple mediums (word file, flash drive) Are the lists current? Who has copies of the lists, in what medium and where? Do the lists also contain alternative addresses for all faculty and staff in the event that CSUN is not available? Department Operations What is the plan to continue department operations if there is a loss of physical space, reduced workforce, loss of equipment? Are staff able to work from home? Do they have computers set up at home with VPN? Stakeholder contact information located on and off campus in multiple mediums Is there a current list of all stakeholders (clients, vendors, service providers, donors)? Who has copies of the lists, in what medium and where? What are the communication plans for contacting stakeholders? Contracts In case of disaster will the department be in breach of contract if unable to perform services? Is there a plan in place for this situation? What is the plan? How will it be communicated? Are there copies of contracts located on and off campus in multiple mediums? Who has the copies? Is there a current contact list for all stakeholders? Who has copies of the list, in what medium and where?

Templates TEMPLATE A Organizational Unit: Critical Function:Communications with Staff, Faculty, and Students Directions:Complete the following to identify information and procedures for communicating with staff and faculty Type Name of Vital Record Responsible Person (Position Name)LocationPreventative Action to Avoid Loss EXAMPLE: Excel Spreadsheet Staff and student assistants home and phone informationDepartment Coordinator Dept. Coord. PC; hard copy distributed to all staff in department Flash drive for department chair to be kept off campus, flash drive for coordinator to be kept in office Verification of Plan Plan Review and Approval:By signing below, each unit’s senior level manager acknowledges that they have read the plan and understand responsibilities have been clearly communicated should a disruption occur. Plan Communication:Review the plan with your Administrative Council at least once per year. Distribute printed copies of the plan to appropriate unit leaders/managers. Plan Updates:Within six months after plan completion conduct a test for a critical function of the unit or across the unit, and during the subsequent 18 months thereafter, conduct and document at least one meaningful test for each critical function and across the unit. For example, conduct an exercise to check that unit staff has Emergency Pocket Cards within close reach, test recovery of a critical function application or server, test work from home capacity for key employees that provide a critical function, verify that key vendors have regularly tested continuity plans, etc. Approved: _____________________________________________ Date ______________________

ACP Timeline  Every fall semester  After Census: review critical functions and update templates and forms (departments and colleges)  Before Halloween: submit updated templates and forms (departments and colleges)  Before Thanksgiving: conduct testing of critical functions (AcR)  Before Winter Break: submit updated ACP to University (AcR)

QUESTIONS? Jean Porter Academic Resources and Planning